Media
Australian Election Company can conduct your Ballot or Election using any combination of Attendance,
Postal, Internet Voting or Online Voting and Telephone voting. The application of these various voting media are discussed
more fully below:-
Internet Voting or Online Voting
Australian Election Company conducts Elections, Ballots, Plebiscites, and Referendums applying secure,
‘state of the art’, Internet / Online Voting technology.Internet Voting or Online Voting opens up new possibilities and brings a unique experience to the Voting process. Internet / Online Voting is about improving voter convenience and accessibility, improving accuracy and the security of the voting process and the rapid feedback of Election or Ballot Results. Internet / Online Voting is ideal in the circumstances where there are say, in excess of 1,500 eligible voters.
Advantages of Internet Voting or Online Voting
- Security and secrecy
- Accessibility is enhanced for Voters
- Simplicity and ease of use
- Rapid tabulation of Results
- Cost savings compared with Postal Voting and Attendance or Polling Booth Voting.
Security and integrity are imposed by using ’state of the art‘ Internet / Online Voting software with initiatives to ensure the security and integrity of Election and Ballot processes. We will design, and implement the voting website onto our secure server which also stores the database of eligible voters. This database is removed from the server once an Election or Ballot project is completed.
Security of process is implemented by requiring voters to provide authentication details before gaining access to the Internet / Online Voting Ballot screens.
Internet Voting or Online Voting affords increased levels of general Election or Ballot security compared with traditional Polling Booth or Postal Voting processes. Depending upon the information available through an organisation’s voter database, and also depending upon the level of security required, varying levels of voter authentication may be applied. Obviously, the higher the level of authentication, the greater the level of security.
Typically two or three levels of authentication are used. For example, a Member Number in association with a uniquely allocated secret Password or Personal Identification Number might be applied in the context of Internet / Online Voting for a Board of Directors’ Election.
Similarly, for a Collective Agreement Ballot process, an Employee Number in conjunction with a unique Password or Personal Identification Number is frequently utilized.
Internet Voting or Online Voting also acts as a preventive measure against attempted multiple voting. Once an eligible voter correctly authenticates their identity by quoting their Password or Personal Identification Number and casts their vote, then their Password is “consumed” and it cannot be used again. Voters are unable to vote on their Password more than once.
In cases where different voting mediums might be employed for the same Ballot/Election, say with Postal Voting conducted in conjunction with Internet / Online Voting, voting access is registered on the voter database from both mediums so a voter could not vote by Postal Voting, as well as by Internet / Online!
Every voter’s vote is secret. When the voter confirms their vote selection(s), the Internet / Online Voting system “consumes” the Password/Personal Identification Number (PIN) and “marks” the Voter Roll (database), to indicate that the user has voted. System capability provides for the simultaneous storing of the actual vote details in a separate database; this ensures that the voter can only vote once and that their vote is anonymous, as the vote can no longer be associated with their details on the Voter Roll.
Accessibility for voters is greatly enhanced through Internet / Online Voting because eligible voters can vote using any Internet / Online enabled computer, anywhere in the World. This could be from their home, their workplace, an Internet / Online Kiosk, from a library, or even on a Cruise Ship! And no special software or browsers are required.
Internet Voting or Online Voting also increases opportunities for participation from those voters who might be situated remotely from traditional polling facilities, those who might be visiting overseas, those who have physical disabilities or who might be ill or infirm, and those whose religious beliefs might preclude attendance at polling booths during the normal hours/days of polling.
Simplicity is a keynote of Internet / Online Voting. All a voter needs to do is Login to the secured voting website located on our election server, key in their authentication details (usually a Member or Employee Number and a Password/PIN) and access is granted to the Ballot Screen (or Screens).
If candidate or like promotional statements are a feature of your Elections or Ballots, then a voter could access the candidate promotional statements (including photographs, if permissible under the relevant governance requirements) on-line, simply by “clicking” on the relevant candidate’s name.
Once a voter makes their selections, by “clicking” inside a box beside their chosen candidate (or candidates), or in the case of a Collective Agreement Employee Ballot, by “clicking” in either the “YES” or “NO” box, a screen will appear confirming the voter’s selection(s). At this stage a voter either is able to confirm and submit their selection(s) by simply looking at the “Confirmation Screen”, or they may amend their ballot by “clicking” on the “Return” button. Once their vote is cast and submitted, a “Thank You” screen appears completing the voting process.
Thus the Internet Voting or Online Voting system provides the distinct advantage of the voter being able to visualize every step in the voting process, as well as having the flexibility and capacity to amend their vote, prior to its final submission. And the voter can even print out a confirmation that their vote has been cast.
Rapid tabulation of Results is characteristic of Internet Voting or Online Voting. In fact the Election or Ballot Results theoretically are instantaneously available; there is no waiting for the conduct of potentially inaccurate manual counts, or for the data keying or electronic scanning of Ballots. As soon as our standard internal checking processes are completed, the Results are available to clients.
And if there are complex voting systems involved, whether variants of preferential or “first past the post” systems, then our proprietary software integrated with the Internet / Online Voting system, will apply those systems to deliver absolutely accurate count outcomes and output reports, again virtually instantaneously.
Cost savings accrue through application of Internet / Online Voting compared with traditional Attendance (Polling Booth) and/or Postal Voting. With Attendance Voting, there are obvious significant infrastructure costs involved, for example, the provision of staff, the hire of polling premises and equipment, costs of printing of ballot papers, costs of undertaking the counting of votes etc.
With Postal Voting, there are significant envelope, ballot paper and other material costs, postage expenses, together with return ballot processing costs and again count costs.
On the other hand, with Internet Voting or Online Voting, once the relevant web screens have been developed, essentially there are few other costs. We know that Internet / Online Voting is more efficient than other traditional processes and would be confident that your Election or Ballot costs will be substantially reduced.
Telephone Voting
Australian Election Company provides Telephone Voting; the ultimate in voter flexibility and accessibility.Why a Telephone Ballot?
Telephone voting is ideal for situations where there are a large number of eligible voters, where the voters are going to vote in a “YES”, “NO” Referendum or Plebiscite situation (like in a Collective Agreement Employee Ballot), where attendance at a central polling booth is impracticable and/or where Internet Voting may not be appropriate, taking into account computer literacy of voters or availability of Internet access.
All a voter requires is access to a push-button or mobile telephone. Accordingly an eligible voter may vote at home, from the workplace or any other location; thus Telephone Voting provides the ultimate in flexibility and accessibility.
Voting by Telephone is similar to, but simpler than paying a bill by Telephone.
Advantages of Telephone Voting
Accessibility and Simplicity are keynote features of Telephone Voting. Voting by Telephone allows all eligible voters, no matter where they are in Australia or Overseas, to easily participate in a Ballot. They simply need access to any digital telephone or to a mobile telephone. Telephone Voting provides the ultimate in voter flexibility and accessibility.
And there are only a minimal number of voice prompts for a Voter to follow, so that Telephone Voting is quicker and simpler than paying your Telephone Bill by telephone!
Rapid tabulation of Results occurs because the votes are counted electronically. In fact the Results theoretically are available as soon as the Telephone Voting has closed; however we do undertake standard internal checking processes prior to releasing the Results to a client. Telephone Ballot is a most efficient method for ensuring an accessible, consistent and legitimate process.
Cost savings can be realized through application of Telephone Voting compared with traditional Attendance (Polling Booth) and/or Postal Voting. With Attendance Voting, there are obvious significant infrastructure costs involved, for example, the provision of staff, the hire of polling premises and equipment, costs of printing of ballot papers, costs of counting votes etc.
With Postal Voting, there are significant envelope, ballot paper and other material costs, postage expenses, together with return ballot processing costs and again count costs.
On the other hand, with Telephone Voting, once the relevant Instruction Sheets have been prepared and Telephone scripting has been settled and tested, essentially there are few other costs. From past experience, we know that where there are large numbers of eligible voters, then Telephone Voting, like Internet Voting, provides efficiencies and advantages over other traditional processes. We are confident that this will substantially reduce your Ballot or Referendum costs. This is particularly so in the context of Collective Agreement Ballots.
How does Telephone Voting work? Telephone voting is similar to, but again simpler than, paying a bill over the telephone.
Each eligible voter is issued with a unique and secure Password/Personal Identification Number (PIN) which is used, in conjunction with some other form of identification /authentication (usually an Employee or Payroll Number in the case of a Collective Agreement Ballot, or a Member Number in the case of a Board Election) to authenticate or validate their identity.
Voting Process
Attendance Voting
Australian Election Company caters for and is skilled at conducting Attendance Voting.Why an Attendance Ballot?
Attendance-based voting is used in situations where the relevant governance provisions mandate the use of such Polling facilities. Attendance Voting is very frequently applied in the context of Australian Public Elections as the predominant mode of taking the votes of qualified electors. e.g. for Australian Federal Elections, Australian State Elections and many Council Elections.
Australian Election Company provides a specialist service in conducting Queensland Council Elections and in providing materials and forms to supplement the conduct of Council Elections.
Attendance Voting is sometimes mandated to be applied in the context of Club or Association Elections. In addition, Attendance Voting is also sometimes relevant in Collective Agreement Ballot settings, for instance say, in factory or mining settings, where you might have a “captive” group of employees, largely located at the one location, perhaps engaged on a shiftwork basis.
As voting in Collective Agreement Ballots is non-compulsory, sometimes it is considered that the convenience provided by Attendance Voting could increase and lead to maximum voter turnout. Having employees located at the one physical location (or maybe a couple of specific locations), also lends itself readily to this type of voting. Organisations with small employee numbers may also be suitable for Attendance Voting.
Attendance Voting, by virtue of relevant Infrastructure, Materials and Labour costs, may generate higher “per voter” costs when compared with some other Voting mediums.
How does Attendance Voting work?
For reasons of integrity and security, generally speaking, a minimum of two (2) experienced Australian Election Company polling officials will conduct the Attendance Voting.
The polling officials are provided with an Inventory of materials necessary to conduct the Attendance polling. The assembled/parceled polling equipment will be delivered by Australian Election Company staff allocated to control the voting process. The material provided will include;- polling instructions, ballot papers, the voting roll, ballot reconciliation return, cardboard/metal ballot box, padlocks, plastic security seals, cardboard privacy screens, special Ballot posters for display on ballot boxes or in voting privacy screens), specially labelled envelopes/satchels to secure and identify materials after the conduct of the polling etc.
At the commencement of Attendance Voting, as an integrity measure, the polling officials will display to any witnesses present, the ballot box(es) open and empty, prior to the taking of any votes. The Ballot Box(es) will have plastic seals or padlocks applied and the voting will begin.
A special poster is usually affixed to the Ballot Box and is visible to all voters attending the polling booth. A copy is also displayed within each voting privacy screen.The poster will stress that the Ballot is being conducted by Australian Election Company, an independent/impartial entity; it will describe the basic polling process; encourage voters to mark their vote in private; to seek assistance from the polling officials if required; and it also will stress some basic Ballot integrity measures.
The Attendance Voting will be conducted in advertised premises, during the mandated or agreed hours. At the closing of the Attendance Voting, polling officials will count their unused ballot papers, reconcile their spoilt or discarded ballot papers, and complete and balance their statistical Ballot Paper Reconciliations.
Depending upon the arrangements to be applied, the Ballot Box(es) will either be opened and have its/their contents removed, unfolded, sorted and counted, or alternatively additional padlocks/seals will be applied to the Ballot Box(es), if the Ballot Box(es) is/are to be transferred to a different location for counting. The polling officials, under observation of witnesses present, will record the serial number of the plastic seals and padlocks. The Ballot Box(es) will then taken into secure custody by the polling officials pending conduct of the count proper.
Postal Voting
Australian Election Company is skilled and experienced at conducting Ballots or Elections using Postal Voting. Australian Election Company takes special steps to protect the integrity and sanctity of Postal Voting.Why a Postal Ballot?
Postal Voting is used where governance requirements mandate its use. Similarly, in Australian Public Elections, Postal voting is typically applied as a supplementary voting medium for electors. In some Australian Local Government (Council) Elections, Postal Voting is used as the sole medium for voting.
Postal Voting also traditionally has been used as the voting medium for Elections for Registered Organisations (Unions and Employer Groups) for many Clubs, Societies and Corporations.
Although the trend is quickly turning toward Electronic means of voting by Internet or by Telephone, Postal Voting also has been widely used in the conduct of Collective Agreement Ballots.
In the context of Collective Agreement Ballots, Postal Voting is eminently suitable where there are only a relatively small number of eligible employees involved in the Employee Ballot and where the eligible employees are geographically dispersed or attendance at a central polling booth is impracticable.
Postal Voting can be a relatively inexpensive approach; it is more applicable for Organisations having, say, fewer than 1,500 Employees or Members. It should be taken into consideration, however, that a Postal Ballot really requires a minimum 10-14 days Ballot period where no ballot period is stipulated in any relevant governance requirements.
For reasons of integrity, unless governance requirements mandate otherwise, Australian Election Company uses only Declaration Postal Voting - a double envelope system of Postal Voting. Special procedures are applied to ensure that the secrecy of each Ballot is guaranteed, despite the requirement for a voter to sign their name on a detachable slip on the Declaration Envelope.
Australian Election Company, again for reasons of Election/Ballot integrity, also prefers to despatch Ballot material to the current home addresses or postal addresses of an eligible Employee or eligible Member rather than workplace addresses. Similarly, as a further integrity measure, and unless it is mandated otherwise, Australian Election Company uses envelope materials that are not readily identifiable as ballot /voting material. Formal processes are also applied in any cases where voters seek to obtain replacement ballot materials. At Australian Election Company, integrity and accuracy counts.
How does (Declaration) Postal Voting work?
Upon receipt of the Eligible Voter Database, Australian Election Company will assemble ballot material for each postal voter, and at the appropriate time, the ballot material will be mailed to (preferably) the voter’s home address. (Home addresses are recommended for Ballot integrity purposes and the addresses used will be based upon information provided through current Client records). Where significant volumes of ballot materials must be prepared, inserted and lodged with Australia Post, Australian Election Company works in conjunction with Australia’s premier Mailing House, Salmat. Australian Election Company also deploys representatives to conduct quality assurance testing of the Mailing House services.
Each eligible postal voter will receive an envelope containing: the Ballot Paper, a Declaration Envelope and a “Reply Paid” Envelope and in some cases, an Information/Instruction sheet. The ballot material will be posted in accordance with the approved timeline.
As an added security measure, all Postal Ballot materials will be posted/lodged by the Australian Election Company Returning Officer or her/his staff, or under the supervision of Australian Election Company staff.
Australian Election Company virtually exclusively uses Declaration Postal Voting (unless governance requirements mandate otherwise) in all Postal-based Collective Agreement Ballots. It is noteworthy, that this process requires Postal Voters to sign their name in the space provided on the Declaration Envelope or their vote will not be counted.
Postal Ballot material returned to the Australian Election Company Returning Officer is reconciled and dealt with under Australia Post Locked Bag arrangements. Ballot collections from the Post Office will only be made by the Returning Officer or her/his authorised delegate(s).
The Ballot material collected is retained under security. How and when returned Postal Voting materials are dealt with will depend upon the relevant governance requirements, together with other pertaining circumstances. Where there are no legal or operational impediments to doing so, at pre-determined intervals, the returned Ballot material will be accessed by the Returning Officer and/or her/his Staff to facilitate the post reconciliation, the opening and removal of the “outer” Reply Paid Envelopes and the checking of voter signatures on Declaration Envelopes. Subsequently voter’s names will then be “marked back” to the Eligible Employee Database (Voters Roll). However, those DECLARATIONS NOT SIGNED will be “rejected at preliminary scrutiny” – they will be set aside and NOT be counted. At Australian Election Company, depending upon volumes and operational considerations, we are able to conduct the “mark-back” manually or by using bar-wand scanning technology.
Voter Secrecy is Guaranteed
Declaration Postal Voters need not have any concerns about the secrecy of their vote, notwithstanding that their name and signature will appear on the Declaration Envelope. The slips showing name and signature details are detached and then immediately separately parcelled, prior to the opening of Declaration Envelopes and the removal of ballot papers for unfolding and counting. Care is taken to ensure that all slips are parcelled, counted, reconciled, and the parcels labelled.This process is conducted as part of the formal Count (scrutiny). Any formally appointed Scrutineers (where governance requirements incorporate relevant scrutineering provisions), or in the case of Collective Agreement Ballots, any authorized Client representatives or Authorized Observers, are permitted to be present during this part of the Count, or in fact at any stage from lodgment of the Postal Voting materials to conclusion of the Count.
Australian Election Company tabulates the Ballot/Election Results and provides comprehensive reporting to the Client. The actual count of Ballot Papers will be conducted by Australian Election Company personnel, under formal “scrutiny” conditions i.e. under conditions similar to those of the counts of ballots in parliamentary or Industrial (Union) Elections.
Australian Election Company has the capacity to conduct Postal Voting Counts manually, by data keying of the ballot papers, or by efficient, accurate electronic scanning of the ballot papers.